Hmm... I would have separated donor type from member status. These are two different things, so in my mind anyway, it might be easier in the long run to have separate fields.

Why do this as a check box formatted text field? Is this for presentation purposes? If so, I'd probably use a script to update the values. The script could be run by a scheduled server script or by the first person opening the file each day. It also could be triggered when a new donation is made.

Create a Value List for your Fundraising Tags (it can be sourced from a table, or you can enter the values directly in the Value List edit box). Then, in a "screen" layout, create a "checkbox set" object with the TagsFundraising field as its data source. Make sure the checkbox set object is selected then, in the Data tab of the Inspector (shown in layout mode), select the Fundraising Tags Value List in the "Values From" dropdown.

The checkbox set will now show a checkbox for each item in the Value List. Any checkboxes you check will add that entry to the field; any you uncheck will be removed from the field. The field content is maintained as a "list", which is FileMaker speak for a list of items separated by carriage returns (which is what you're already doing in your TagsFundraising field).

My thoughts exactly regarding the membership types. Our donor consultant actually insisted they be placed in the fundraising tags so that sorting can bring up certain lists for statistics purposes. That aside, I've already created a separate field that calculates whether a membership status is active or lapsed so sorting with a script step is simple.

I'm using a checkbox set for organizational and display purposes, so the user can select preset tags for each contact (see screen shot 1) that can later be used to sort a list. The Open Space and Outreach tags must be selected manually while the majority of the fundraising tags could be automatic.

In list view, the user can select anyone one of tags to display a list (see Screenshot 2).

That's a great idea. I will probably set up a script that is triggered by certain actions, like a new donation or upon loading the database.

Do you know what script step would add and remove tag values so there are no repeating tag values?

Thanks for your reply, that's actually what I've already set up (see post above with screenshots). My question is what script step can be used to automatically add or remove a checkbox so there are no repeating values. This would help generate more accurate tags for the user, so they don't have to go back periodically and manually update the fundraising tags for each contact.

I think what they are asking is that the checkbox fields be updated automatically. E.g. when a lapsed donor makes a donation, the correct checkbox is set. Some of those steps would easy. Others others are going to require more complex calculations.

If we're just talking about how to get the check box items to "check" or "uncheck", then all your script needs to do is insert that value into the field and the check boxes will automatically place an "X" where necessary.

So your nightly update script could do a find by donors with lapsed memberships. If any records are found, it should then replace the field contents with its original value that's had its "member (active)¶" value substituted with "", and "member (lapsed)¶" concatenated on. The check boxes should see this change of field values and display as though the user had checked the boxes.

The same nightly script would have to do finds for the other business rules you mentioned and replace values in that field accordingly.

BTW: if you do go the route of a nightly update script, you would save your users lots of grief by not allowing them to enter that field!

This helps greatly, thank you! I'm going to try and separate the fundraising tags so the fields can be populated individually--which will allow me to set the fields but bypass any duplicates from occurring. How do you schedule a script to run at a specific time? I'm running filemaker pro 13.

Hi. To run a script at a specific time, you need to schedule a server-side script, which means you need to be able to work with FileMaker server. Do you have access to that? If so, you can set the information there: what file contains the script, what log in information will be used, the script name, any parameters. You can set the time and frequency of running (every day, once a week, etc).

There's quite a few cautions when using Sever-side scripts, so tread into those carefully. That said, this workflow is a good place to jump into it.

First question: Do you have access to the server console?

And we'll go from there.☺

However, i don't think its too difficult to keep this within FM. Let me think my way through it a bit more. See if I can come up with another idea.